Participating in Workflows

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Workflows typically include steps that require a person to perform an activity on a page or asset. The workflow selects a user or group to perform the activity and assigns a work item to that person or group. 

Processing Your Work Items

You can perform the following actions to process a work item:

  • Complete

    You can complete an item to allow the workflow to progress to the next step.

  • Delegate

    If a step has been assigned to you, but for any reason you are unable to take action, you can delegate the step to another user or group.

    The users who are available for delegation depend on who was assigned the work item:

    • If the work item was assigned to a group, the group members are available. 
    • If the work item was assigned to a group and then delegated to a user, the group members and the group are available. 
    • If the work item was assigned to a single user, the work item cannot be delegated.

  • Step Back

    If you discover that a step, or series of steps, needs to be repeated you can step back. This allows you to select a step, that occurred earlier in the workflow, for reprocessing. The workflow returns to the step you specify, then proceeds from there.

Touch-Optimized UI

Notifications of Assigned Workflow Actions

When you are assigned a work item (for example, Approve Content) various alerts and/or notifications appear:

  • Your notification indicator (toolbar) will be incremented:

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  • If you are the assignee of the workflow step, you will also see information when viewing a resource with timeline:

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  • The item will be listed in your Notification Inbox:

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Completing a Participant step - Inbox

Use the following procedure to complete the work item using the touch-optimized UI:

  1. Open the AEM Inbox.

  2. Activate the click box next to the item you want to take action on.

  3. Select Complete from the toolbar.

  4. The Complete Work Item page will open. Select the Next Step from the drop down selector and add a Comment if required. 

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  5. Use Complete to complete the step (or the Back to abort the action).

Completing a Participant step - Timeline

You can also use timeline to complete and advance a step:

  1. Select the required resource and open Timeline:

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  2. Click/tap on the alert banner to show available actions. Select Advance:

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  3. Depending on the workflow, you can select the next step:

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  4. Select Advance to confirm the action.

Delegating a Participant step - Inbox

Use the following procedure to delegate a work item using the touch-optimized UI:

  1. Open the AEM Inbox.

  2. Activate the click box next to the item you want to take action on.

  3. Select the Delegate icon to open the Delegate Item page. 

  4. Specify the User (this can also be a group) and add a Comment if required. 

    chlImage_1

  5. Use Complete for the item to be delegated (or the Back icon to abort).

Delegating a Participant step - Timeline

You can also use timeline to delegate and/or assign a step:

  1. Select the required resource and open Timeline:

    chlImage_1

  2. Click/tap on the alert banner to show available actions. Select Change Assignee:

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  3. Specify a new assignee:

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  4. Select Assign to confirm the action.

Performing Step Back on a Participant step - Inbox

Use the following procedure to step back using the touch-optimized UI:

  1. Open the AEM Inbox.

  2. Activate the click box next to the item you want to take action on.

  3. Select Step Back icon to open the Step Back Item page.

  4. Specify the Previous Step and add a Comment if required. 

    chlImage_1

  5. Use Complete for the item to be returned to the step specified (or the Back icon to abort).

Performing Step Back on a Participant step - Timeline

You can also use timeline to roll (step) back to a previous step:

  1. Select the required resource and open Timeline:

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  2. Click/tap on the alert banner to show available actions. Select Roll back:

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  3. Specify the step the workflow should return to:

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  4. Select Roll back to confirm the action.

Participating in a Workflow - Classic UI

Notifications of Assigned Workflow Actions - Classic UI

When you are assigned a work item (for example, Approve Content) various alerts and/or notifications appear:

  • The Status column of the Websites console indicates when a page is in a workflow:

    workflowstatus

  • When you, or a group that you belong to, are assigned a work item as part of a workflow, the work item appears in your AEM Workflow Inbox.

    workflowinbox

Completing a Participant step - Classic UI

After you have taken the action indicated you can complete the work item, thus allowing the workflow to continue. Use the following procedure to complete the work item using the classic AEM UI:

  1. Select the workflow step and click the Complete button in the top navigation bar.

  2. In the resulting dialog, select the Next Step; that is, the step to execute next. A drop down list shows all appropriate destinations. A Comment can also be entered.

    workflowcomplete

    The number of steps listed depends on the design of the workflow model.

  3. Click OK to confirm the action.

Delegating a Participant step - Classic UI

Use the following procedure to delegate a work item using the classic AEM UI:

  1. Click the Delegate button in the top navigation bar.

  2. In the dialog, use the drop-down list to select the User to delegate the work item to. You can also add a Comment.

    workflowdelegate

  3. Click OK to confirm the action.

Performing Step Back on a Participant step - Classic UI

Use the following procedure to step back using the classic AEM UI:

  1. Click the Step Back button in the top navigation bar.

  2. In the resulting dialog, select the Previous Step; that is, the step to execute next - even though it is a step that occurs earlier in the workflow. A drop down list shows all appropriate destinations.

  3. Click OK to confirm the action.